Administration Minutes 2016 01-20-16Page 1 of 3
APPROVED 2/17/16
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, January 20, 2016 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski
Alderman Diane Teeling
Alderman Joel Frieders
Absent: Alderman Seaver Tarulis
Other City Officials In Attendance:
City Administrator Bart Olson
Finance Director Rob Fredrickson
Alderman Chris Funkhouser
Administrative Intern Nicole Kathman
Guests: None
The meeting was called to order at 6:00pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: November 18, 2015
The minutes were approved as presented.
New Business:
1. ADM 2016-01 Monthly Budget Report for November and December 2015
Mr. Fredrickson noted the budget is at 67% of the FY. Alderman Frieders questioned
codification at 182.3% of the budget. Ms. Milschewski said all ordinances must be
codified periodically and cost is based on the size or number of pages. Mr. Frieders also
questioned the police contractual services at only 13% of the training budget. There is
more training scheduled.
2. ADM 2016-02 Monthly Treasurer's Report for November and December 2015
Mr. Fredrickson reported the following:
November December
$14,258,052 $14,258,052 Beginning Fund Balance
$22,939,944 $25,880,538 YTD Revenues
$16,436,245 $21,485,767 YTD Expenses
$20,761,751 $18,652,822 Projected Ending Fund Balance
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3. ADM 2016-03 Cash Statement for October and November 2015
No comments.
4. ADM 2016-04 Bills for Payment
No comments.
5. ADM 2016-05 Monthly Website Report for November and December 2015
Ms. Kathman said viewing patterns are becoming apparent and there was a decrease in
visitors, likely due to the time of the year. Many viewers are looking at the senior
independent living page. Ms. Milschewski stated that a resident said the audio is looping.
It was noted that users cannot link to You Tube to watch videos at this time.
6. ADM 2016-06 Ordinance Regarding Insurance Requirements for Tattoo and Body
Piercing Establishments
Mr. Olson said the City insurance broker suggested $1 million of coverage and staff
concurs. This moves to the consent agenda.
7. ADM 2016-07 Resolution Authorizing the Closing of the City's Illinois Funds
E-Pay Accounts
As of February 16, Ilinois National Bank will oversee the City's e-pay process. They will
charge $10 per month plus $.10 per transaction. Residents will be notified of the change.
This moves to the consent agenda.
8. ADM 2016-08 Special Tax Refunding Bonds, Series 2016
Mr. Fredrickson said the city was given a refund opportunity for two SSA's (Bristol Bay
and Autumn Creek) resulting in a savings to the residents of about $5.8 million.
Alderman Frieders asked about the “coupon rate” which is the bond rate. The insurance
underwriter recommended this action since he feels the interest rates will go up. The
ordinance will be presented at the January 26th Council meeting.
Old Business:
1. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AACVB) Agreement
Mr. Olson said Oswego's revenue is similar to Yorkville and they are interested in
possibly joining with the City. He is doing an analysis of the AACVB and considering
several different factors including catalog costs, promotion of group sales, lack of
tracking information, etc. The AACVB has a full time sales manager paid $52,000
annually, part of which is grant-elgible. That person concentrates on group sales. The
AACVB is now tracking sales leads and website referrals.
Alderman Frieders commented that a large amount of time has been spent on the pros and
cons of the AACVB and the City should take more ownership in the present organization
rather than forming a separate one. He said the City should find a way to obtain more
answers from the CVB including metrics. Ms. Teeling agreed with Mr. Frieders.
Alderman Milschewski said the City is paying a lot of money and not benefitting from
the CVB.
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Ms. Milschewski questioned the few amenities that Yorkville, Oswego and Montgomery
have to offer. Mr. Olson commented that the CVB Director is trying to focus on group
sales to compensate for lack of attractions. Ms. Milschewski suggested package deals
such as pairing the kayaks and hotels. Alderman Teeling noted the hotels said they are in
favor of the CVB and they are the ones who generate the money the City pays to the
CVB. She said the hotels should be asked for their input again. She also said maybe the
City should allow the hotels to manage themselves.
Mr. Funkhouser recommended the following: formulate a Plan B or continue with the
CVB and draft an RFQ to find a qualified person with marketing skills who would act as
a consultant. A budget would be needed and the City must determine if the three
municipalities can afford that person. Mr. Frieders added that with a consultant, the City
could focus on the local events.
Prior to the next meeting, City staff will draft an RFQ, ask for hotel input and draft an
outline of guidelines if the 3 municipalities joined together.
2. ADM 2015-71 Yorkville Bristol Sanitary District (YBSD) Consolidation
Mr. Olson reported that YBSD is no longer considering consolidation with Fox Metro.
The current Director will retire in May of 2017 and Mr. Olson feels they also do not wish
to consolidate with the City.
Additional Business: None
There was no further business and the meeting adjourned at 6:51pm.
Minutes respectfully transcribed by
Marlys Young, Minute Taker